| STEP |
WHO |
WHEN |
INFO TO USE |
WHAT TO DO |
RESULTS |
| 1 |
Salesman or other party |
Upon receiving a Request for
Quotation (RFQ) |
RFQ including any
supporting information (prints, specifications, etc.) |
Make sure that the
prospect's requirements
are clearly specified, possibly working with prospect to resolve unclear
points, then forward RFQ and all supporting information to Quote Estimator. |
Clear RFQ to Quote Estimator,
including any explanatory prints, specifications and such |
| 2 |
Quote Estimator |
Upon receiving
Request for Quotation (RFQ) |
RFQ including
supporting information; Quoting Guidelines; input from others |
Review the RFQ and supporting
information against the Quoting Guidelines, possibly discussing with
VP-Sales, Salesman, prospect or others to resolve any questions.
-If the RFQ does not meet the Quoting Guidelines, complete
step 3
-If the RFQ meets the Quoting Guidelines, continue to step
4 |
Verification that
there appears to be sufficient information to quote; preliminary decision to
quote or not |
| 3 |
Quote Estimator |
Upon deciding to
no-quote |
RFQ including
supporting information |
Forward a No-Quote (e-mail, fax
or letter as deem appropriate for the specific prospect) to the prospect
with a copy to the Salesman; file the RFQ with a copy of the No-Quote in the
Customer File or Prospect File*. |
No-Quote issued and
filed |
| 4 |
Quote Estimator |
Upon deciding to pursue quoting
exercise |
RFQ including supporting
information |
Initiate new entry in the Quote
Log, including assignments and due dates for each team member who will need
to be involved in the quoting exercise; set up a new Quote Spreadsheet;
where possible attach RFQ documents to the spreadsheet, otherwise enter
directions in the spreadsheet what documents there are and how to find them;
e-mail a hyperlink to the Quote Spreadsheet to each person whose
contribution will be required in the quoting exercise. |
Quote Log entry established;
Quote Spreadsheet initiated; people whose contribution is needed notified |
| 5 |
Anyone contributing to a
quotation (typically an Engineer, Machining Estimator or Materials Manager) |
As receive request from Quote
Estimator to contribute cost estimates to a quoting exercise |
E-mail form Quote
Estimator;
Quote Log; Quote Spreadsheet; RFQ including supporting
information; own expertise, records and tools |
Review the RFQ and
supporting information, possibly discussing with VP-Sales, Salesman, Quote
Estimator, prospect or others to resolve any questions. If the RFQ does not
fall within the Trinity Forge's capabilities, forward the details to Quote
Estimator to pursue via step 2. If it does fall with Trinity Forge's
capabilities, work up the costs requested by the Quote Estimator and enter
them into the Quote Spreadsheet. Update the Quote Log to show your
completion date. E-mail Quote Estimator that you are complete. |
Quote Estimator
notified if RFQ is outside TFI capabilities; Costs developed; Quote
Log maintained |
| 6 |
Quote Estimator |
As final open step
logged out in Quote Log |
Quote Log; Quote
Spreadsheet; RFQ including supporting information; Quote Guidelines; own
expertise, records and tools |
Verify that cost estimates are
complete and appear reasonable (if there is missing or questionable data
return to step 4); use Price List Spreadsheet to produce a Quotation per
Quote Guidelines; secure any approval needed per Quote Guidelines; forward
the Quotation (e-mail, fax or letter as deem appropriate for the appropriate
prospect) to prospect with a copy to Salesman; file the RFQ with a copy of
the Quotation in the Customer File or Prospect File*, record the pricing in
the Price List; close out the Quotation Spreadsheet and the entry in the
Quote Log. |
Quotation
developed, issued and filed; quote exercise closed out |
| 7 |
Quote Estimator |
At least twice
weekly |
Quote Log |
Go through the Quote Log looking
for delays in developing costs; remind anyone who is past due in their
contribution; bring anything more than one week past due to the President's
attention |
Quote Log monitored
and quote exercise kept on schedule |
| 8 |
Sales Operations Manager |
Weekly (typically
Monday) |
Quote Log |
Review the Quote Log and develop
metrics showing current work and timeliness; providing report at the
Operation Meeting. |
Management
continually apprised of quote performance |
|
*The term "Prospect" refers to either a prospective or
existing customer. Both cases are the same except materials are filed in the
Customer File for an existing customer, otherwise in the Prospect File. |
